Board Member Roles

President

The president of a Booster Club has prior experience with the club. The major duties include, but are not limited to:

• Perform duties as outlined in the bylaws of the organization
• Preside at all meetings of the organization
• Regularly meet with coaches and athletic directors regarding booster activities
• Regularly meet with the Treasurer of the club to review the organization’s financial position  
• Resolve problems in membership

Vice-President

The vice-president acts as the president’s representative in his/her absence. The vice-president must remain familiar with the organization’s day-to-day operations in order to be an engaged leader. The major duties include, but are not limited to the following:  

• Preside at meetings in the absence of the president  
• Perform administrative functions as delegated by the president  
• Perform other specific duties as outlined in the bylaws of the organization

Treasurer

The Treasurer is ultimately responsible for assuring that all financial records are maintained and taxes are filed on time to avoid penalties and loss of exemption. In the case where finances are running through the co-op lead school, the Treasurer works with them to ensure that requirements are met. The Treasurer is the authorized custodian of the funds of the Booster Club. The major duties include, but are not limited to:  

• Manage all money associated with the club
• Maintain an accurate account of all money received and distributed  
• Prepare the club’s annual budget (work with the sponsor/coach) and seek voter approval annually  
• Issue a receipt for all monies received  
• Deposit funds within 7 days of receipt
• Reconcile bank statements within one month of receipt and resolve any discrepancies immediately  
• Present detailed monthly financial reports to the club – Copies of supporting material should be available for review by the general membership if requested and questions answered promptly. Copies of monthly financial reports should be kept by the activity sponsor. These must be provided upon request.
• File appropriate taxes
• Other specific duties as outlined in the bylaws of the organization

Secretary

The secretary is responsible for keeping accurate records at club meetings (i.e., minutes) and providing monthly meeting minutes to the club members. The secretary should have a thorough understanding of proper meeting procedures (i.e., Robert’s Rules of Order).  The major duties include, but are not limited to the following:  

• Record meeting minutes
• Understand bylaws and standing committee rules
• Keep current membership lists
• Record meeting attendance and committee listings

Sponsorship / Fundraising Coordinator

The sponsorship and fundraising coordinator is responsible for coordination of efforts related to seeking financial support for the team from businesses or individuals within the community. The major duties include, but are not limited to the following:

• Lead sponsorship committee that includes volunteers to help with execution of plans
• Identify annual goal for total sponsorship gifts and fundraising
• Define sponsorship benefits aligned with gift amounts
• Manage sponsorship campaign
• Identify new opportunities for fundraising
• Seek additional volunteers to support fundraising when needed

Team Meal Coordinator

Team meals are great for helping to build team chemistry and sometimes meals are required for away game bus trips or overnight stays. The major duties include, but are not limited to the following:

• Organize team meals aligned with the desires of the coaching staff with respect to day of the week and frequency
• Plan meals when required for bus trips or overnight stays
• Recruit volunteers when needed

Apparel Coordinator

The major duties include, but are not limited to the following:

• Determining apparel offerings for fans and staff/players
• Identifying vendors
• Managing orders and delivery of merchandise

Gameday Volunteer Coordinator

Many volunteers are needed to support home games. Some of the roles required are working the front door, running the clock, PA announcements, and working the penalty box. The main role of the coordinator is to ensure that all volunteer positions are filled for every home game.

Social Media Coordinator

The team has multiple social media outlets including the team website, Facebook, Instagram, X(Twitter), and Youtube. The major duties include, but are not limited to the following:

• Creation and management of content across all platforms that includes gameday announcements, in-game updates, post game round up, team events, and booster club events
• Interacting with others on posted content
• Promotion of games and team events through social media
• Creating content at the request of coaches or board members
• Ensuring that content is up to date and accurate

Webmaster

The team website is hosted on Crossbar, which is a hockey-centric system for content creation and team management. The major duties include, but are not limited to the following:

• Serve as the main point of contact between the board and Crossbar
• Create and manage static website content
• Be knowledgeable on the functionality of the Crossbar system
• Support other club users of Crossbar
• Create and manage registration and rostering for each season
• Post board meeting minutes to website
• Enter team schedule into Crossbar

Team Communications Coordinator

Many communications are required to keep everyone informed throughout the year and support many of the other volunteer functions within the club. The Team Communications Coordinator serves as the clearing house for all communications beyond the weekly message from the team manager that need to go out to the team. The consolidation of topics into single messages also prevents families from receiving multiple messages from multiple sources. Any communications to the team and their families should go through the person occupying this role.

Statistics Coordinator

Statistics are an important part of the game and can help the coaches to identify strengths and weaknesses within the team. The major duties include, but are not limited to the following:

• Identify student volunteers to record statistics during games
• Populate statistics on relevant websites, such as Wisconsin Prep Hockey
• Summarize and provide coaches with individual game and season totals for each stat

Scrip Coordinator

Scrip is an easy way for families to support the team with fundraising by purchasing gift cards for things they need every day, such as groceries, gas, or clothing. This fundraising effort goes through the RaiseRight website and the host school of the co-op. The major duties include, but are not limited to the following:

• Liaison with the host school’s coordinator of Scrip
• Helping families to get signed up and use the system
• Proactively encouraging families to leverage this easy fundraising mechanism
• Supporting Scrip users when they need help